FY 2023 NOFO MENA-TuME.pdf

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U.S. Department of State

Bureau of Population, Refugees, and Migration (PRM)

FY 2023 Notice of Funding Opportunity for Resettlement Support

Center (RSC) Middle East and North Africa (MENA) and RSC Turkey and Middle East (TuME)

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Table of Contents

Program Description

Summary

Purpose of Resettlement Support Centers (RSCs)

Refugee Processing Caseload

Standardized Program Objectives and Indicators

Program Requirements

Federal Award Information

Eligibility Information

Other

Application and Submission Instructions

Application Package

Application Review Information

Federal Award Administration Information

PRM Points of Contact

Appendix 1: Proposal Narrative Guidance

Appendix 2: Budget Documents Guidance

Appendix 3: START Equipment & Software Requirements

Appendix 4: Sample RSC Scorecard Template

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Funding Opportunity Number: SFOP0008932

Assistance Listings (CFDA) number:

19.018 - Resettlement Support Centers (RSCs) for U.S. Refugee Resettlement

Announcement issuance date: Monday, May 2, 2022

Announcement type: Cooperative Agreement

Proposal submission deadline: Friday, July 8, 2022 at 11:59:59 p.m. (23:59:59) EDT.

Proposals submitted after this deadline will not be considered.

Anticipated timeframe to award for selected proposals: Pending the availability of funds, PRM anticipates, but makes no guarantee, that awards will be made less than three months from the proposal submission deadline.

ADVISORY: All applicants must submit application packages through the website

Grants.gov. PRM strongly recommends submitting your application packages early to allow time to address any technical difficulties that may arise on the Grants.gov website.

If you are new to PRM funding, the Grants.gov registration process can be complicated.

We urge you to refer to PRM’s General NGO Guidelines “Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher.

http://www.grants.gov/ https://www.state.gov/j/prm/funding/c78352.htm

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PRM strongly recommends application packages be submitted in Adobe PDF, as

Microsoft Word documents may sometimes produce different page lengths based on software versions and configurations when transmitted. Exceeding page length limits, including through the inclusion of cover pages, will result in disqualification. All documents must be in English and should avoid the use of jargon and should spell out all acronyms upon first use.

All templates and further instructions are included as appendices and attachments to this funding announcement.

COVID-19: PRM recognizes the difficult circumstances under which organizations are currently operating because of the COVID-19 pandemic and will take them into consideration in application package reviews. To the extent possible, organizations should address how COVID-19 and resulting risks, restrictions, and limitations will factor into their designated programs and attempt to ensure that proposed indicators and activities can be implemented under the challenging circumstances created by the

COVID-19 response.

Program Description

Summary

This announcement is designed to accompany PRM’s General NGO Guidelines, which contain additional information on PRM’s priorities and NGO funding strategy with which selected organizations must comply. Please use both the General NGO

Guidelines and this announcement to ensure that your submission is in full compliance with PRM requirements and that the proposed activities are in line with PRM’s priorities. Submissions that do not reflect the requirements outlined in these guidelines will not be considered.

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Purpose of Resettlement Support Centers (RSCs)

The admissions process for refugee applicants seeking resettlement in the United

States is overseen by the Department of State’s Bureau of Population, Refugees, and

Migration (the Bureau).

The purpose of RSCs is to assist the Bureau in preparing the necessary casework for persons in selected locations who will be interviewed by the Department of Homeland

Security’s (DHS) U.S. Citizenship and Immigration Services (USCIS) in support of the U.S.

Refugee Admissions Program (USRAP). For those persons approved by USCIS, the RSC provides assistance in completing the additional requirements for refugee admission.

These requirements include, but are not limited to, ensuring the required security checks are requested, completing a medical exam, and attending cultural orientation.

In addition, the RSC collects and maintains data to facilitate the services provided to refugees by U.S.-based resettlement agencies.

The Bureau will make one award each for RSC MENA (based in Amman, Jordan) and

RSC TuME (based in Istanbul, Turkey) for an initial period beginning October 1, 2022, through September 30, 2023, subject to availability of funds. With this award, the

Bureau will provide full financial support to the selected organization, based on the proposal submitted in response to this funding opportunity. Each of the two awards will have the possibility of being extended for two additional fiscal years through

September 30, 2025.

Refugee Processing Caseload

In order to serve the Administration’s goal to admit up to 125,000 refugees in FY 2023, while taking into account the current state of USRAP capacity and ongoing operational constraints related to COVID-19, the Bureau intends to award initial funding and allocations at an operational level of 65,000 refugee arrivals. If the Presidential

Determination for FY 2023 sets a target beyond this initial operational level, the

Bureau will work with successful applicants to adjust allocation numbers and proposal documents. Arrival trends will be reviewed mid-year to adjust budgets upwards, as

P a g e | 6 needed. Each RSC applicant should prepare proposal documents based on the allocations below. For proposal documents that reference years two and three of the program in FY 2024 and FY 2025, organizations should plan based on maximum actual departures for those fiscal years and the resources needed to achieve this level of departures.

• RSC MENA: 9,000 refugee departures from the Middle East, North Africa, and India.

• RSC TuME: 4,000 refugee departures from Turkey and Lebanon.

Standardized Program Objectives and Indicators

In an effort to strengthen the quality and integrity of the USRAP, the Bureau has established the following standardized objectives and indicators, which will be monitored throughout the fiscal year, for each organization selected for funding. In addition to the standardized indicators below, applicants are required to propose at least one additional outcome-based indicator for each of these four objectives. Of the additional indicators proposed, one indicator per year must be related to:

a) cultural orientation,

b) scheduling and coordinating medicals, and

c) coordinating departures with the International Organization for Migration (IOM).

Applicants may include additional objectives and indicators if they choose. In addition, PRM reserves the right to add or change indicators in consultation with applicants during final negotiations prior to award of the cooperative agreement. See

Attachment B included in this funding opportunity on Grants.gov for the objectives and indicators table that should be included as part of the application submission.

• Objective 1: RSC completes processing for refugee applicants in accordance with USRAP guidelines and the cooperative agreement.

o Percent of target number of refugee applicants pre-screened.

P a g e | 7 o Percent of circuit rides with an average score of 4 or 5 on the DHS Mission

Support Feedback Form o RSC passes random quality control checks performed by PRM/Refugee

Processing Center (RPC) staff on RSC cases to verify the RSC is following

USRAP START Processing Guidance and has not deviated from this guidance without formally documented approval from PRM as required in

RSC Local Standard Operating Procedures (SOP).

• Objective 2: RSC maintains program integrity and protects against fraud and malfeasance, in accordance with the PRM Integrity and Compliance module.

o Percentage extent to which RSC is deemed compliant with PRM’s Integrity and Compliance module based on PRM’s review of RSC annual compliance reports.

o Percent of staff and refugee applicants aware of fraud reporting channels.

• Objective 3: RSC management provides oversight and support to maintain a trained and knowledgeable workforce.

o Percent of RSC staff receiving on-boarding training and specialized training, as needed, to achieve USRAP objectives.

o Percent of staff able to demonstrate knowledge required to fulfill their job.

• Objective 4: RSC maintains professional and respectful services, environment, and communications with refugee applicants.

o Percent of refugee applicant inquiries responded to within two weeks.

o Percent of refugee applicants reporting satisfaction with quality of interactions with RSC.

Program Requirements

The Bureau has established the following requirements for each organization managing RSC MENA and RSC TuME:

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• Beginning on October 1, 2022, provide regional refugee processing services for all USRAP applicants regardless of nationality, religion, gender, sexual orientation, political opinion, race or ethnicity in:

o MENA, with the primary RSC office to be located in Amman, Jordan, with sub-offices in Cairo, Egypt and Baghdad, Iraq (U.S. Embassy Baghdad).

o TuME, with the primary RSC office to be located in Istanbul, Turkey, with a sub-office in Beirut, Lebanon.

• Collaborate equitably with all domestic resettlement agencies, including sharing relevant biographic and other background information with domestic resettlement agencies working in the Reception and Placement Program, as appropriate and in accordance with PRM confidentiality guidelines and procedures, to facilitate their provision of required sponsorship assurances.

• Provide refugee processing services in support of the USRAP using START and in accordance with procedures established by the Bureau, as needs arise. Conduct pre-screening interviews and casework in the countries listed above to capture all relevant information pertaining to the case, e.g., biographical data, special medical needs, information about victims of torture, etc. Ensure that all necessary security checks are requested and remain in a valid status for travel in accordance with the USRAP Manual and RPC SOPs. Prepare the case file, including completion of all forms necessary for presentation of the case to USCIS for adjudication.

• Enter all required information into START in a timely manner in adherence with the USRAP Manual and RPC SOPs.

• Remain in close contact with the RPC, cooperating fully and at all times, to ensure that collected refugee information, START interface, and related equipment remains secure, functional, up to date, and in compliance with

Department and Bureau guidance where appropriate.

• For applicants approved by USCIS, assist the refugees in completing all post-adjudication steps required for admission to the United States. This includes coordinating with the RPC to obtain sponsorship assurances from resettlement

P a g e | 9 agencies working under cooperative agreements with the Bureau, preparing travel packets, coordinating medical screening, conducting cultural orientation training, and working with IOM for travel arrangements.

• Correspond with applicants and partners on relevant case statuses and to obtain, as necessary, information relevant to the applicant’s qualifications for admission, in accordance with PRM confidentiality guidelines and procedures, including PRM’s Integrity and Compliance module.

• Provide cultural orientation to approved refugees in accordance with guidelines developed by the Bureau and by using materials and resources developed by the current cultural orientation technical assistance provider (see https://coresourceexchange.org/).

• Develop a formal curriculum, in consultation with the Bureau, for cultural orientation training for refugees that will prepare them for travel and initial adjustment to life in the United States. Develop a training and management plan for RSC staff who will conduct cultural orientation training. Conduct cultural orientation in such a way as to achieve performance outcomes as delineated by the Bureau.

• The cultural orientation training will cover, at a minimum, the following subjects:

o Travel o Role of the Resettlement Agency o Health o Cultural Adjustment o Rights and Responsibilities o Employment o Education

Federal Award Information

A. Proposed program start dates: October 1, 2022.

B. Duration of Activity: An initial period beginning October 1, 2022 through

September 30, 2023, subject to the availability of funds. Continued funding after https://coresourceexchange.org/

P a g e | 10 the initial 12-month period of performance requires the submission of a noncompeting updated single year proposal and will be contingent upon available funding, strong performance, and continuing need. This agreement may be renewable for up to two additional fiscal years. At the end of three years, if the need to operate the RSC continues, the Bureau will re-compete the project, and the recipient of this award may participate in that process. In funding a project one year, PRM makes no representations that it will continue to fund the project in successive years.

C. Period of Performance: An initial 12-month period of performance with the possibility of two, one-year extensions for a total program duration of 36 months.

D. Funding Limits: The Bureau anticipates up to two awards with award amounts that will vary depending on the RSC location and anticipated number of refugee departures. Funding amounts for individual awards in previous years have varied, depending on the location. There is no funding floor or ceiling for this award. However, total award amounts will be contingent on funding availabilities.

E. Anticipated Number of Awards: As specified above, there will be a total of two awards with one award each for RSC MENA and RSC TuME.

F. Anticipated Amount to be Awarded Total: Total amounts awarded will be based on a thorough review of each RSC proposal received, anticipated refugee departures for each region, and amount of funding available in FY 2023.

Eligibility Information

Eligible Applicants:

a. Nonprofits having a 501(c)(3) status with IRS, other than institutions of higher education (U.S.-based NGOs must be able to demonstrate proof of non-profit tax status);

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b. Nonprofits without 501(c)(3) status with IRS, other than institutions of higher education (overseas-based NGOs must be able to demonstrate proof of registration in country of domicile); and

c. International Organizations. International multilateral organizations, such as United Nations agencies, should not submit proposals through

Grants.gov in response to this NOFO. Multilateral organizations that are seeking funding for programs relevant to this announcement should contact the PRM Program Officer (as listed below) on or before the closing date of the funding announcement.

Other Eligibility Requirements: Organizations must also be authorized to operate, or eligible for authorization, by the host governments to be considered for an award. This should be understood, when required by each government’s law, to include registration with or receipt of project approval from any relevant country ministry, agency, or other official organization with jurisdiction over any activity to be conducted by the RSC. The RSC must also have authorization to operate in all countries where refugee processing activities will occur.

a. MENA: Be authorized, or eligible for authorization, by the Governments of

Jordan, Egypt, Iraq, and India to conduct activities in these countries relating to the processing of refugees for eventual resettlement. This should be understood, when required by each government’s law, to include registration with or receipt of project approval from any relevant country ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.

b. TuME: Be authorized, or eligible for authorization, by the Governments of

Turkey and Lebanon to conduct activities in these countries relating to the processing of refugees for eventual resettlement. This should be understood, when required by each government’s law, to include registration with or receipt of project approval from any relevant country ministry, agency, or other official organ with jurisdiction over any activity to be conducted by the RSC.

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Cost Sharing or Matching: Cost sharing, matching, or cost participation is not a requirement of an application in response to this funding announcement.

Proposals for consideration should describe the sources and amounts of additional funding that may be utilized to complement PRM funding, and meet the following criteria:

• Are not paid by the Federal Government under another Federal award;

• Are verifiable from the non-Federal entity's records;

• Are not included as contributions for any other Federal award; and

• Are necessary and reasonable for accomplishment of project or program objectives.

Please include this information in the Budget Summary, Budget Detail, and Budget

Narrative of the proposal, and separated from the PRM share of the proposed budget.

Note: Though favorably looked upon, inclusion will not result in a competitive ranking increase when evaluated.

Other

Proposals must have a concrete implementation plan with well-conceived objectives and indicators that are specific, measurable, achievable, relevant and reliable, time-bound, and trackable (SMART), have established baselines, and include at least one outcome or impact indicator per objective; objectives should be clearly linked to the sectors. Objectives and indicators should originate from the Standardized Program

Objectives and Indicators section above and be detailed in the attached objectives and indicators table (Attachment B). Applicants may include additional objectives and indicators if they choose.

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RSC applicants must have evidence of effective coordination with U.S. government agencies, non-governmental organizations, and international organizations involved with the USRAP and possess management capacity at the agency’s headquarters sufficient to oversee the operation of the RSC.

The use of START is mandatory. See Appendix 3 for a list of hardware and software items that are currently needed to access and/or operate START, including the equipment to operate the circuit ride functionality. Equipment that will be procured by the RSC and related costs must be included in the proposal.

PRM strongly encourages programs that target the needs of vulnerable and underserved groups among the beneficiary population (such groups may include:

women; children; adolescents; lesbian, gay, bisexual, transgender, or intersex

(LGBTQI+) individuals; older persons; the sick; persons with disabilities; and members of minority communities) and can demonstrate what steps have been taken to meet the specific and unique protection and assistance needs of these vulnerable groups effectively.

Application and Submission Instructions

A. Address to Request Application Package: Application packages may be downloaded from the website www.Grants.gov.

B. Content and Form of Application: Organizations may submit a maximum of 1 proposal(s) per RSC only, for a maximum of 2 total possible applications. Any subsequent submissions received will be disqualified. PRM strongly recommends using the proposal and budget templates. All templates are included as attachments to this funding opportunity.

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Multi-Year Proposals:

• Applicants proposing multi-year programs should adhere to the following guidance: Applicants may submit proposals that include multi-year strategies presented in one year (12 month) cycles for a period not to exceed three years

(36 months) from the proposed start date. Fully developed programs with detailed budgets, objectives and indicators are required for each year of activities. Applicants should follow the multi-year proposal instructions included as an appendix for the first year of a multi-year application.

• Multi-year funding applicants may use the budget summary and separate budget detail template attached to this funding announcement, and should disaggregate budget by year, per year, and for each program year. Multi-year proposal narratives and budgets can be updated yearly upon submission of new noncompeting single year proposal narrative template with an updated budget.

• Multi-year program proposal page limits: Multi-year proposals using the template in Appendix 1 must not exceed 20 pages in length (Times New Roman

12 point font, letter sized paper, one inch margins on all sides). If the applicant does not use the recommended templates, proposals must not exceed 15 pages in length. Organizations may choose to attach work plans, activity calendars, and/or logical frameworks as addendums/appendices to the proposal, but are not required to do so. These attachments do not count toward the page limit total however annexes cannot be relied upon as a key source of program information. The proposal narrative must be able to stand on its own in the application process. Proposals exceeding the page limit will not be considered.

P a g e | 15 o PRM strongly recommends application packages be submitted in Adobe

PDF, as Microsoft Word documents may sometimes produce different page lengths based on software versions and configurations.

o Exceeding page length limits, including through the inclusion of cover pages, will result in disqualification.

o All documents must be in English and should avoid the use of jargon and should spell out all acronyms upon first use.

• Multi-year applications selected for funding by PRM will be funded in one year

(12-month) increments based on the proposal submitted in the initial application as approved by PRM. Continued funding after the initial 12-month award requires the submission of a noncompeting single-year proposal narrative and will be contingent upon available funding, strong performance, and continuing need. Follow-on applications are submitted annually for years two through three of proposals through non-competed directed announcements for the continuation funding. It is strongly recommended that

NGOs submit as early as possible after the directed announcement for continuation funding has been issued. Late submissions will jeopardize continued funding.

Application Package

To be considered for PRM funding, organizations must submit a complete application package, including:

a. A proposal narrative with the information included in Appendix 1 that details the first year of the program (October 1, 2022-September 30, 2023).

This narrative includes an additional section from previous RSC funding opportunities where applicants will have to detail capacity development plans to reach higher anticipated refugee arrivals throughout the three years that the organization operates the RSC.

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b. Budget summary, budget detail, and budget narrative. Appendix 2 provides more guidance and information on the template for the budget proposal documents. Attachment A, included in this funding opportunity on

Grants.gov, provides the template for the budget summary and detail and should be prepared in Excel format. The budget summary and budget detail also include columns for planned budgets in FY 2024 and FY 2025. In the budget narrative, organizations should also provide a brief summary of the anticipated additional resources needed to reach maximum departures in FY 2024 and FY 2025.

c. Applicants must submit a table (see Attachment B included as part of this funding opportunity on Grants.gov) detailing objectives and indicators for the project in FY 2023.

d. Completed and signed SF-424 and SF-424A. PRM requires that Box 21 of the SF-424 be checked.

o Form SF-424B is required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov since

February 2, 2019 and completed the online representations and certifications. The SF-424 family forms are available for download on

Grants.gov.

e. Risk Analysis (separate from Proposal Narrative and from the Security Plan).

For more information, please reference Attachment C.

f. Protection from Sexual Exploitation and Abuse (PSEA) Code of Conduct.

o Consistent with the 2019 six IASC Principles and that there is a country or regional implementation plan specific to the country or region of the application, if applicable.

P a g e | 17 o (See NGO Guidelines for more details).

g. Security Plan.

h. Accountability to Affected Populations (AAP) Organization Framework o Note: The AAP section of a NOFO proposal narrative is specific to the program being proposed and is distinct from the organization-level AAP framework requirement listed here, which is a separate document.

i. Key Personnel and Org Chart for award applicant and sub-recipient(s) o Applicants must furnish names, titles, and brief biographical information on the education and experience of key personnel in implementing the program and key supervisory personnel; (i.e., the members of the professional staff in a program supervisory position engaged for or assigned to duties under the award).

j. Most recent Negotiated Indirect Cost Rate Agreement (NICRA), if applicable, or a de minimis rate calculation of Modified Total Direct Costs (MTDC) if the applicant is eligible and elects to use the de minimis rate.

k. Most recent external audit report is required prior to issuance of an award, if proposal is chosen for implementation.

l. Information in support of any cost-sharing/cost-matching arrangements, if applicable.

m. Information detailing the source of any in-kind contributions, if applicable.

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n. Details on any sub-agreements associated with the program including the budget detail (must be part of the budget submission as noted above), if applicable.

Additionally, organizations must consider the following considerations as part of their proposal package:

• To be considered a competitive proposal, the Proposal Narrative and Budget

Detail should include the following information:

o Focus on outcome or impact indicators as much as possible. At a minimum, each objective should have one outcome or impact indicator.

Wherever possible, baselines should be established before the start of the program.

o Outline how the NGO will acknowledge PRM funding. If an organization believes that publicly acknowledging the receipt of USG funding for a particular PRM-funded program could potentially endanger the lives of the beneficiaries and/or the organization staff, invite suspicion about the organization's motives, or alienate the organization from the population it is trying to help, it must provide a brief explanation in its proposal as to why it should be exempted from this requirement.

o PRM expects each proposal, regardless of sector, to demonstrate protection mainstreaming, including by identifying potential protection risks associated with the program and how they will be mitigated. An analysis of the risks should inform how assistance is designed to minimize them and maximize protection of beneficiaries. Applicants may introduce gender-specific risks in this section but should provide a full analysis in the gender analysis.

P a g e | 19 o PRM partners must complete a gender analysis in the proposal narrative that briefly explains (1) experiences of men, women, boys, and girls with a focus on the different familial roles, community privileges, and gender dynamics within the target population; (2) associated risks and threats experienced by women, girls, and other vulnerable populations based on their gender; (3) power imbalances and needs that arise based on gender inequalities that exist within the family or community; and (4) proposed responses that will address the above and mitigate any gender differences in access, participation, or decision-making that may be experienced by at-risk groups, particularly women and girls. The gender analysis should aim to specify and target specific at-risk sub-populations of women and girls, such as women and girl heads of households, out-of-school girls, women and girls with disabilities, women and girl survivors of violence, married girls, adolescent mothers, as well as people who identify as LGBTQI+, and those who are often unaware of and excluded from programs and services and who may be the hardest to reach based on their gender.

o The budget should include a specific breakdown of funds being provided by UNHCR, other USG agencies, other donors, and your own organization.

o Proposals and budgets must include details of any sub-agreements associated with the programs.

C. Unique Entity Identifier (UEI) and System for Award Management (SAM)

Each applicant is required to:

• be registered in SAM before submitting its application;

• provide a valid UEI number in its application; and http://www.sam.gov/

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• continue to maintain an active SAM registration with current information at all times during which it has an active PRM award or an application or plan under consideration by PRM.

No federal award may be made to an applicant until the applicant has complied with all applicable SAM requirements and, if an applicant has not fully complied with the requirements by the time the PRM award is ready to be made, PRM may determine that the applicant is not qualified to receive a PRM award and use that determination as a basis for making a PRM award to another applicant.

Note: On April 4, 2022, the DUNS Number was replaced by a “new, non proprietary identifier” requested in, and assigned by, the System for Award

Management (SAM.gov). This new identifier is being called the Unique Entity

Identifier (UEI). For more information on the process, visit

GSA's website on the UEI transition.

D. Applications must be submitted via Grants.gov. Grants.gov registration requires a UEI number and active SAM.gov registration. If you are new to PRM funding, the Grants.gov registration process can be complicated. We urge you to refer to PRM’s General NGO Guidelines “Application Process” section for information and resources to help ensure that the application process runs smoothly. PRM also strongly encourages organizations that have received funding from PRM in the past to read this section as a refresher. Applicants may also refer to the “For Applicants” page on Grants.gov for complete details on requirements.

Do not wait until the deadline to attempt to submit your application on

Grants.gov. Organizations not registered with Grants.gov should register well in advance of the deadline as it can take several weeks to finalize registration

(sometimes longer for non-U.S. based NGOs to receive required registration https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-systems-information-kit/unique-entity-identifier-update https://www.grants.gov/web/grants/applicants.html

P a g e | 21 numbers). We also recommend that organizations, particularly first-time applicants, submit applications via Grants.gov no later than one week before the deadline to avoid last-minute technical difficulties that could result in an application not being considered. PRM has extremely limited ability to correct or facilitate rapid resolution to technical difficulties associated with Grants.gov, SAM.gov or UEI number issues. PRM partners must maintain an active

SAM.gov registration with current and correct information at all times during which they have an active federal award or an application under consideration by PRM or any federal agency.

When registering with Grants.gov, organizations must designate points of contact and Authorized Organization Representatives (AORs). Organizations based outside the United States must also request and receive an NCAGE code prior to registering with SAM.gov. Applicants experiencing technical difficulties with the SAM.gov registration process should contact the Federal Service Desk online or at 1-866-606-8220 (U.S.) and 1-334-206-7828 (International).

Applications must be submitted under the authority of the Authorized

Organization Representative at the applicant organization. Having proposals submitted by agency headquarters helps to avoid possible technical problems.

If you encounter technical difficulties with Grants.gov please contact the

Grants.gov Help Desk at support@grants.gov or by calling 1-800-518-4726.

Applicants who are unable to submit applications via Grants.gov due to

Grants.gov technical difficulties and;

• who have reported the problem to the Grants.gov help desk;

• received a case number;

• have completed SAM.gov registrations;

• and had a documented service request opened to research the problem;

http://www.grants.gov/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx http://www.sam.gov/ https://www.fsd.gov/gsafsd_sp/?id=gsa_landing mailto:support@grants.gov

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Applicants may contact the PRM NGO Coordinator before the submission deadline to determine whether an alternative method of submission is appropriate. PRM makes no guarantee to accept an application outside of the grants.gov system.

It is the responsibility of each applicant to ensure the appropriate registrations are in place and active. Failure to have the appropriate organizational registrations in place or are experiencing issues resulting from discrepancies across registration platforms is not considered a technical difficulty and is not justification for an alternate means of submission.

In accordance with 2 CFR §200.113, Mandatory disclosures, the non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of

Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters are required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in 2 CFR

§200.338 Remedies for noncompliance, including suspension or debarment.

(See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.)

E. Submission Dates and Times

• Announcement issuance date: Monday, May 2, 2022

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• Proposal submission deadline: Friday, July 8, 2022 at 11:59:59 p.m.

(23:59:59) EDT. Applications submitted after this deadline will not be considered.

F. Intergovernmental Review: Not Applicable

G. Funding Restrictions: Federal awards will not allow reimbursement of Federal

Award costs without prior authorization by PRM.

H. Other Submission Requirements

• Branding and Marking Strategy

The following provisions will be included whenever assistance is awarded:

The Recipient shall recognize the U.S. Government’s funding for activities specified under this award at the project site with a graphic of the U.S. flag accompanied by one of the following two phrases based on the level of funding for the award:

o Fully funded by the award: “Gift of the United States Government” o Partially funded by the award: “Funding provided by the United States

Government”

PRM highly encourages recognition of U.S. Government funding on social media and website platforms to be included in proposals branding and marking strategy. Recipients should tag PRM’s Twitter account @StatePRM and/or

Facebook account @State.PRM (rather than using hashtags). Additionally, the applicable U.S. Embassy should be tagged as well.

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Updates of actions taken to fulfill this requirement must be included in quarterly program reports to PRM.

All programs, projects, assistance, activities, and public communications to foreign audiences, partially or fully funded by the Department, must be marked appropriately overseas with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. The requirement does not apply to the Recipient’s own corporate communications or in the United States.

The Recipient must appropriately ensure that all publicity and promotional materials underscore the sponsorship by or partnership with the U.S.

Government or the U.S. Embassy. The Recipient may continue to use existing logos or project materials; however, a standard rectangular U.S. flag must be used in conjunction with such logos.

Do not use the Department of State seal without the express written approval from PRM.

Sub non-Federal entities (sub-awardees) and subsequent tier sub-award agreements are subject to the marking requirements and the non-Federal entity shall include a provision in the sub non-Federal entity agreement indicating that the standard, rectangular U.S. flag is a requirement.

Exemptions from this requirement may be allowable but must be agreed to in writing by the Grants Officer. (Note: An exemption refers to the complete or partial cessation of branding, not use of alternative branding). Requests should be initiated with the Grants Officer and Grants Officer Representative.

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Waivers issued are applied only to the exemptions requested through the

Recipient’s proposal for funding and any subsequent negotiated revisions.

In the event the non-Federal entity does not comply with the marking requirements as established in the approved assistance agreement, the Grants

Officer Representative and the Grants Officer must initiate corrective action with the non-Federal entity.

i. Assistance Award Provision – SPOT: The following provisions will be included in the Bureau specific component of the Notice of Award for performance in a designated combat area (Iraq and Afghanistan). Recipients are required to include this provision in any sub-grant awards or agreements.

SPECIAL PROVISION FOR PERFORMANCE IN A DESIGNATED COMBAT AREA

The Recipient must report and account for all employees, subrecipient personnel, and contract personnel working under grants or cooperative agreements working in contingency operations outside the United States that involve combat operations. The database to collect this information, called the

Synchronized Pre-Deployment Operational Tracker (SPOT), is managed by the

Department of Defense

In coordination with the Grants Officer and Grants Officer Representative, the

Recipient generally provides this information to the Department of State SPOT

Program Manager (AQMops@state.gov). The Department SPOT Program

Manager enters information provided by the Recipient directly into the SPOT system.

mailto:AQMops@state.gov

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For Recipients with personnel who are NOT performing private security functions and who do not need access to U.S. government support or facilities:

· Personnel, including U.S. citizens, third country nationals, and local personnel, are accounted for anonymously, in aggregate.

· The Recipient will request an aggregate count template from the Grants Officer or Grants Officer Representative, or directly from the SPOT Program Manager

(AQMops@state.gov). The recipient will complete the template and return the completed form to the Grants Officer/ Grants Officer Representative or SPOT

Program Manager.

· The Recipient is responsible for updating the aggregate count every quarter by providing updated information via the “Aggregate Count” template to SPOT

Program Manager for each SPOT award.

For Recipients with personnel who ARE performing a private security function;

require access to U.S. government support, facilities, or services; or who may be eligible for special refugee or immigration status under U.S. regulation:

The personnel funded under that award must be entered into SPOT individually with all required personal information.

· The Recipient must enter this information into the SPOT database directly.

Unlike the aggregate count process, the Department’s SPOT Program Manager does not enter this information into SPOT on behalf of the Recipient.

mailto:AQMops@state.gov

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· The Recipient starts the process by registering for an account in SPOT by contacting the SPOT help desk.

Note: Recipients utilizing armed private security personnel, whether employed directly or via contract, are required to adhere to post policies and procedures regarding private security contractors. As specific post policies and procedures differ in scope and applicability, the Recipient is advised to review post policies carefully and direct any questions to the embassy Regional Security Office through the Grants Officer or Grants Officer Representative.

In addition, the Recipient is reminded that only the Grants Officer has the authority to modify this Notice of Award. Recipients shall proceed with any security guidance provided by the Regional Security Officer; however, the Recipient must advise the

Grants Officer and Grants Officer Representative of the guidance received and any potential cost or schedule impact.

ii. Applicant Vetting as a Condition of Award (Afghanistan, Iraq, Lebanon, Pakistan, and Syria): Applicants are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorists or their supporters is a condition of award. Vetting information is also required for all sub award performance on assistance awards identified by the Department of State as presenting a risk of terrorist financing. Applicants may be asked to submit Risk

Analysis information about their company and its key personnel via the secure

RAM web portal. If vetting is required, the RAM Team will contact applicants directly via email and instruct them on how to enter their data via the Secure

Portal. Once a user is logged on to the Portal, there are links to help users input the required information. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting your proposal. The following clause shall be included in Section 15.c, Additional Specific https://spot.dmdc.mil/ https://ramportal.state.gov/

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Provisions, or as an addendum to the solicitation, whenever assistance is awarded after vetting:

iii. Recipient Vetting After Award: Recipients shall advise the Grants Officer of any changes in personnel and shall provide vetting information on new individuals via the secure RAM web portal. The government reserves the right to vet these personnel changes and to terminate assistance awards for convenience based on vetting results.

Application Review Information

Criteria:

Eligible submissions will be those that comply with the criteria and requirements included in this announcement. The review panel will evaluate the proposals based on the following criteria:

• Organizational Structure and Management Capacity (20 points)

• Processing Expertise and Plan to Achieve Objectives (20 points)

• Cultural Orientation (5 points)

• Coordination with Stakeholders (5 points)

• Training, Monitoring, and Oversight (20 points)

• Risk Management (5 points)

• Accountability to Affected Populations (5 points)

• Gender Analysis (5 points)

• Budget (15 points)

PRM will conduct a formal competitive review of all proposals submitted in response to this funding announcement. A review panel of at least three people will evaluate submissions based on the above-referenced programmatic criteria and PRM priorities in the context of available funding. An example of this scorecard is included in

Appendix 4.

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Department of State review panels may provide conditions and recommendations on applications to enhance the proposed program, which must be addressed by the applicant before further consideration of the award. To ensure effective use of limited

PRM funds, conditions or recommendations may include requests to increase, decrease, clarify, and/or justify costs and program activities.

Federal Award Administration Information

A. Federal Award Administration. A successful applicant can expect to receive a separate notice from PRM stating that an application has been selected before

PRM actually makes the federal award. That notice is not an authorization to begin performance. Only the notice of award signed by the Grants Officer is the authorizing document. Unsuccessful applicants will be notified following completion of the selection and award process.

B. Administrative and National Policy Requirements. PRM awards are made consistent with the following provisions in the following order of precedence: (a) applicable laws and statutes of the United States, including any specific legislative provisions mandated in the statutory authority for the award; (b) Code of Federal

Regulations (CFR); (c) Department of State Standard Terms and Conditions of the award; (d) the award’s specific requirements; and (e) other documents and attachments to the award.

C. Reporting: Successful applicants will be required to submit:

a. Program Reports: PRM requires program reports describing and analyzing the results of activities undertaken during the validity period of the agreement. A program report is required within thirty (30) days following the end of each three month period of performance during the validity period of the agreement.

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The final program report is due one hundred and twenty (120) days following the end of the agreement. The submission dates for program reports will be written into the cooperative agreement. Partners receiving multi-year awards should follow this same reporting schedule and should still submit a final program report at the end of each year that summarizes the NGO’s performance during the previous year.

RSCs should also include an attachment to quarterly program reports with the following information on RSC staffing. This attachment must provide statistics

(in an Excel spreadsheet format) on average output of staff with duties in the

START application conducting core processing activities including prescreening, preparation of USCIS interview, creation of travel packets, etc. (e.g., number of prescreening interviews conducted by X number of staff, resulting in an average of Y interviews conducted by each staff assigned to this duty on a daily basis;

number of travel packets prepared by X number of staff, resulting in an average of Y travel packets prepared by each staff assigned to this duty on a daily basis;

etc.). RSCs should add metrics on additional processing activities as relevant and available. Each submission of the statistics Excel spreadsheet should build on the previous submission to provide cumulative statistics. RSC System Solution

Champions (SSCs) should work together on a shared format following receipt and acceptance of the cooperative agreement. The RPC Change Management and Communication Team will approve the proposed format. The first such submission of this RPC staffing attachment will be in the quarter two program report and subsequent quarterly program reports.

b. Financial Reports: Financial reports are required within thirty (30) days following the end of each calendar year quarter during the validity period of the agreement (January 30th, April 30th, July 30th, October 30th). The final financial report covering the entire period of the agreement is required within one hundred and twenty (120) days after the expiration date of the agreement. For

P a g e | 31 agreements containing indirect costs, final financial reports are due within sixty

(60) days of the finalization of the applicable negotiated indirect cost rate agreement (NICRA).

Reports reflecting expenditures for the recipient’s overseas and United States offices should be completed in accordance with the Federal Financial Report

(FFR SF-425) and submitted electronically in the Department of Health and

Human Services’ Payment Management System (HHS/PMS) and in accordance with other award specific requirements. Detailed information pertaining to the

Federal Financial Report including due dates, instruction manuals and access forms, is provided on the HHS/PMS website.

c. Audit Reports: When a recipient-contracted audit is not required because the

Federal award amount is less than the $750,000 threshold, the Department may determine that an audit must be performed and the audit report must be submitted to the responsible grants office(r) for review, dissemination, and resolution as appropriate. The cost of audits required under this policy may be charged either as an allowable direct cost to the award, or included in the organizations established indirect costs in the award’s detailed budget.

PRM Points of Contact

Applicants with technical questions related to this announcement should contact the

PRM staff listed below prior to submission. Please note that responses to technical questions from PRM do not indicate a commitment to fund the program discussed.

• PRM Program Officer: Judit Visontai, visontaij@state.gov, Washington, D.C.

• PRM Program Officer: Fahan Ali, alifa@state.gov, Washington, D.C.

https://pms.psc.gov/

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Disclaimer:

External websites linked above may not be supported or accessible by all web browsers. If you are unable to link to a referenced website, please try using a different browser or update to a more recent one. If you continue to experience difficulties to reach external resources, please contact PRM NGO Coordinator.

mailto:PRMNGOCoordinator@state.gov

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Appendix 1: Proposal Narrative Guidance

The following format should be used when drafting the proposal narrative. The proposal narrative should be titled and numbered to correspond with the information below. If any individual section of information is not applicable, that fact should be stated. Page numbers should be sequential for the entirety of the proposal narrative and should not restart with each section of required information.